[Industry Case Study 1] Creation and Translation of Manuals for Measuring Instruments and Measurement Equipment

Do you have any concerns such as these?

Based on the 50 examples of user manuals for precision measuring instruments developed over a period of five years since 2009, we will introduce solutions in human science.

Customer Requests and Challenges

We received inquiries about manual creation and translation via the website from major domestic manufacturers of sensors, measuring instruments, and control and measurement equipment.

1. We want to launch the product in all languages simultaneously (speed)

2. Concern about the quality of translation in specialized fields (accuracy)

3. The translator changes with each request, making it difficult to maintain quality. Terminology and expressions are inconsistent.

4. The Japanese manual is difficult to understand. Mistranslations also occur.

1. We want to launch the product in all languages simultaneously (Speed)

For a certain project, we delivered the revised Japanese version of a 450-page manual and completed translations into English, Chinese, Korean, and German in approximately 3.5 months.

To shorten the creation period, translation will begin from the middle of the Japanese version creation.

As changes occur in the product development specifications, smoothly reflect those changes in other languages.

"Difference Management Sheet", "Translation Check Sheet", "DTP Check Sheet", and the thorough implementation of the "Operational Management Sheet" ensure that the number of unreflected differences is "0".

 

There are 15 in-house technical writers at Human Science. There are over 30 translators for each language (supporting 40 languages).

We will assign the most suitable writers and translators from our abundant resources.

Project Structure

In the creation of the Japanese version, five writers wrote 800 pages in about two months.

We will take custody of the prototype of the product under development, store it in a security room, and the writer will write while checking the prototype and the specifications.

When specifications change, we also perform firmware updates, so you won't have to worry about any inconvenience during specification changes.

>> About the Security Room (Confidential Information Management)

2. Concern about the quality of translation in specialized fields (accuracy)

One of the concerns our customers have when ordering the translation of user manuals is "accuracy".

Not just translating Japanese to English, but assigning translators with experience as in-house translators at measurement instrument manufacturers, who are familiar with industry-specific terminology and expressions.

In this project, the translation was handled by someone with 9 years of experience as a translator and 5 years of experience working at a measuring instrument manufacturer (design and translation).

Translator's Profile

At Human Science, we conduct the selection and trial examination of translators by "measurement equipment," "FA equipment," "system development," "medical," and other "fields" when registering translators.

Only translators who have been contracted, taking into account reviews by natives and their track record, will be assigned to the project.

We have established strict standards, and the pass rate is 20%.

After the project is completed, feedback from the client and internal reviewers will be provided to the translator.

We register evaluations of quality and responsiveness in the translator database for projects, which will be utilized in the next translation project.

3. The translator changes with each request, making it difficult to maintain quality. Terminology and expressions are inconsistent.

When translating a large number of manuals in a short period, it is necessary to divide the work among multiple translators.

While the speed of work increases, inconsistencies in terminology and expressions are likely to occur.

We have organized a glossary and style guide, implemented "visualization of standards", and achieved stabilization of quality.

Benefits of Maintaining a Glossary and Style Guide

Translation Cost Reduction

Inconsistent terminology and expressions can lead to a decrease in repetition rates when using translation memory tools such as Trados, resulting in higher costs.
By establishing rules for consistent terminology and expressions, lower translation costs can be expected.

Decrease the Number of Inquiries to the Help Desk and Support Center

By avoiding user confusion caused by different expressions with the same meaning, it also leads to a reduction in the operational costs of the help desk.

 

 

Continuous operation of translation memory, glossary, and style guide

 

For customers who do not have a glossary or style guide, we propose the following process to develop a glossary and style guide.

Before Translation Work

• 1. Review of the document to be translated
• 2. Identification of Terms and Styles to be Unified

Translating

• 1. Distribute the target documents and glossaries/style guides to translators and reviewers.
• 2. Translation and review work based on the glossary and style guide

After Delivery

• Update of Glossary and Style Guide

 

Stabilization of Quality through the Use of Tools

Conducted checks using Trados and proprietary proofreading tools.

Prevents errors that cannot be caught by the human eye, further enhancing quality.

 

Checklist

Translation omissions, consistency of translations, garbled text, numbers, terminology, format checks, spell checks, style checks, language rules

 

Example of Check Tool

Trados QA Checker, QA Distiller, Xbench, UI Checker (our proprietary tool)

Localization engineers customize the necessary check items for each project.

4. The Japanese manual is difficult to understand. Mistranslations also occur.

The instruction manual was created by the engineers in charge of development.

Creating an easy-to-understand manual requires different document creation skills than those used for creating specifications.

Translating ambiguous sentences as they are can lead to incorrect meanings, resulting in mistranslations and potentially degrading quality.

 

Technical writers analyzed both Japanese and English manuals. We proposed improvements that led to an enhancement in the quality of the manuals.

Benefits of Improving the Source Manual

Avoid Mistranslations and Low Quality

When operation methods are described incorrectly, this can lead to loss of trust and potential accidents.
Improving the quality of Japanese manuals, as well as English and multilingual manuals, raises customer satisfaction.

Decrease the Number of Inquiries to the Help Desk and Support Center

By providing users with accurate and easy-to-understand manuals, it also helps reduce the operational costs of the help desk.

Translation Cost Reduction

Inconsistent terminology and expressions can lead to a decrease in repetition rates when using translation memory tools such as Trados, resulting in higher costs.
By establishing rules for consistent terminology and expressions, lower translation costs can be expected.

[Industry-Specific Case Study 2] Creation and Translation of Machine Tool and Software Manuals

• "The manual is difficult to understand. However, I don't know what to do or how to do it."
• "I want to reduce the burden of creating internal manuals"
• I would like to request the dispatch of a manual creation writer.

 

Do you have any concerns such as these?

 

We received an inquiry from a domestic machine tool manufacturer regarding a software training manual for machining centers,
and we will introduce a case where we provide one-stop services from writer dispatch to manual improvement, creation, and translation.

 

Customer Requests and Challenges

1. We want to secure time that employees can dedicate to their core tasks.

2. I want to improve the quality of the manual. I would like expert advice.

 

The inquiry to the website was made by the representative of the maintenance and sales team responsible for training and training customers who purchased the software for the machining center.

Except for translation, all manuals are created in-house, and when the sales period arrives, the time for core business activities decreases due to support and inquiry responses, which has been a concern.

The manuals have a volume of 3,000 to 4,000 pages in Japanese, English, Chinese, and German, depending on the product group.

 

Additionally, when compared to the instruction manuals of other companies in the same industry, I felt that it lacked a sense of luxury and craftsmanship.

 

Therefore, while considering the review of texts for training sessions, online help, and user manuals, we were also considering outsourcing manual creation and dispatching writers.

1. We want to secure time that employees can dedicate to their core tasks.

During five visits over the course of one month, we delved into the challenges faced by our clients and first proposed the dispatch of production directors/writers.

 

Benefit 1 Dispatch of Production Directors/Writers → Customers can focus on their core business

The primary duties of the manual person in charge are

 

• Support during Product Implementation
• Product Seminars
• Operation and Maintenance

 

Supporting customers who have purchased products, among other things, is our primary business.

However, when the product launch period arrived, time was spent on creating the product manual, making it difficult to secure time for the original business activities.

In manual creation, gathering specification information from product development, writing the manual, checking, scheduling...

Various arrangements and tasks will arise.

To reduce the above burden, we first proposed the dispatch of a director and writer.

Our on-site staff are full-time employees of Human Science with over 10 years of experience in manual creation.

On behalf of our clients

 

• Specification information collection from the product development team
• Manual Writing
• Translation Arrangement
• Schedule Management

 

We provide a one-stop service from Japanese content creation to translation coordination.

Based on our experience in manual creation, we also provide direction by actively gathering information from development, coordinating with the quality assurance department, and flexibly responding to specification changes.

Until now, we have been proceeding with the process of extracting differences in translation one by one and sending them to external translation companies.

Currently, the director manages the differential deployment from the Japanese version to English and other languages all at once. We won't take up your time.

 

 

Benefit 2: Dispatching staff who are well-versed in manual creation know-how → Less burden on training

Unlike general staffing, professionals in manual creation are stationed here.

You can start writing immediately after the commencement of your residency.

We will promptly respond to your questions and uncertainties, while being on-site, and provide suggestions for improving the manuals themselves and enhancing processes.

We can provide direction that takes into account the circumstances of our clients.

Example of Temporary Staff

Translation coordinator (8 years), Technical writer (4 years)

Production experience (example)

・Document Management Server Operation Manual
・Home Appliance User Manual
・Wind Turbine User Manual
・Measuring Instrument Operation Manual (8 Language Translation)
・Multifunction Printer Online Manual (16 Language Translation)
※Trados Certified Advanced Qualification

>> Manual Creation Director, Writer Dispatch Details

2. I want to improve the quality of the manual. I would like expert advice.

In parallel with the proposal for director/writer dispatch, analyze and evaluate the current manuals.

We presented improvement proposals and samples, and proceeded with the review of the Japanese manual.

Completely overhaul the current manual

The framework for the proposal consists of the following three points.

• Comprehensive Review of Table of Contents Structure
• Complete Rewrite of Japanese Text
• Complete redesign of layout

Specifically, we analyzed and reported on the points listed below, and provided samples as improvement proposals.

• There are screen captures with a weak justification for existence. It is necessary to clarify the purpose of publication.
• The title and lead text do not convey the content.
  It is necessary to clarify the purpose, such as "What chapter is being explained" and "What the user should do".

Japanese Manual Evaluation Report Sample

English and Multilingual Manual Evaluation Report Sample

>> Manual Analysis and Improvement Proposal Details